Can this list be signed electronically?

Yes. Electronic signatures are legally valid under the Federal ESIGN Act (15 U.S.C. §7001) and UETA in most states; ensure consent, attribution, and retention to meet the four-part ESIGN test.

Is notarization required for deeds?

Many recorded deeds require a notarized acknowledgement; rules and witness counts vary by state. Some states permit Remote Online Notarization subject to identity-proofing and recording rules.

What supporting documents should be attached?

Attach recorded deeds, title commitments, surveys, leases, and payoff statements so recipients can verify ownership, encumbrances, and legal descriptions without additional requests.

How long must records be retained?

Follow applicable retention rules: IRS records generally three years (IRC §6501(a)), SEC-related records six years (17 CFR §240.17a-4), and longer retention may apply by state or industry.

Who is authorized to sign the list?

Authorized signers are owners, corporate officers, managers, or attorneys-in-fact with proper authority. Confirm signature authority in the governing entity documents before execution.

How do I correct an error after signing?

Issue an executed amendment or corrected asset list and retain both versions. For recorded instruments, follow county procedures for corrective or ratification documents.

Electronic Signature
Templates
Real estate
Real Estate Asset List

Real Estate Asset List

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

REAL ESTATE ASSET LIST

Property Owner: Buyer/Recipient:

Date of Inventory:

Property Identification

Property Address Parcel / APN Number Legal Description

Asset Inventory

Instructions: List fixtures, appliances, systems and other tangible assets located on the Property. For each item indicate make/model, serial number (if available), condition, location, and whether the item is conveyed with the Property.

No.	Item Description	Make / Model	Serial Number	Condition	Included	Location
1					Yes No
2					Yes No
3					Yes No
4					Yes No
5					Yes No
6					Yes No
7					Yes No
8					Yes No

Total Number of Listed Assets

Disclosures

Lead-Based Paint: Owner declares the presence or absence of known lead-based paint or lead-based paint hazards affecting the listed assets or improvements.

Lead-Based Paint Disclosure Known presence of lead-based paint or hazards No known presence of lead-based paint or hazards

Mold / Water Damage: Owner discloses any known prior or existing mold, water intrusion, or material damage to assets listed below.

Known prior or existing conditions No known prior or existing conditions

Structural / Fire / Flood Damage: Owner discloses any prior material damage or claims related to the assets or improvements.

Known prior material damage or claims No known prior material damage or claims

Representations, Warranties and Remedies

Owner represents that, to the best of Owner's knowledge, the information contained in this Asset List is true, complete and accurate as of the Date of Inventory. Owner expressly warrants that items designated as Included are part of the conveyance unless otherwise agreed in writing. No representation is made as to the future condition or useful life of any item.

Buyer acknowledges receipt of this Asset List and may, prior to closing, inspect any asset. If a material misrepresentation is discovered regarding included assets, Buyer may seek specific performance, repair, replacement, or a reduction of the purchase price as the parties may agree or a court may order. Any claim for misrepresentation must be raised within thirty (30) days after discovery of the misrepresentation or prior to closing, whichever occurs first, except where fraudulent concealment is alleged.

Owner shall indemnify, defend and hold Buyer harmless from and against any third-party claims arising out of Owner's failure to disclose a known condition materially affecting any listed asset, provided such claim is within the scope of the foregoing representations and within the time limits set forth above.

Additional Terms and Inspector Notes

Inspector / Notes Additional Terms

General Provisions

Entire Agreement: This Asset List, together with any written amendments signed by both parties, constitutes the entire agreement between Owner and Buyer with respect to the assets listed herein and supersedes all prior oral and written agreements concerning the same.

Governing Law: This Asset List will be governed by and construed in accordance with the laws of the jurisdiction in which the Property is located. Venue for any dispute shall lie in the courts of that jurisdiction.

Amendment: Any amendment to this Asset List must be in writing and signed by both parties.

Seller / Owner:

By:

Date:

Buyer / Recipient:

By:

Date:

What a Real Estate Asset List Is and when it's used

A Real Estate Asset List is a structured inventory of property holdings and related interests used for due diligence, closing, portfolio management, tax reporting, and estate planning. It catalogs physical addresses, parcel or APN numbers, legal descriptions, title references, current liens or mortgages, assessed and market values, occupancy status, and attached documents such as recorded deeds, title reports, and leases to support informed decision making and clear transfer of rights.

Why a clear asset list matters for transactions and compliance

Maintaining a complete Real Estate Asset List reduces title and tax risk, speeds lender and investor review, supports accurate financial reporting, and centralizes documentation for audits, closings, and transfers.

Who typically prepares and uses a Real Estate Asset List

Typical preparers include internal property managers, brokers, attorneys, and corporate finance teams who manage portfolios or support transactions.

Property managers and portfolio managers who track operational and financial details for multiple assets.
Real estate brokers and agents assembling disclosures, listing packages, and buyer due diligence materials.
Real estate attorneys and title professionals preparing for closings, lien searches, or conveyance documents.

The list is shared with lenders, title companies, accountants, investors, and estate planners to enable verification, closing, and recordkeeping.

Essential sections to include in a professional Real Estate Asset List

A complete asset list groups records by property and includes legal, financial, and document attachments so recipients can validate title, encumbrances, and current operational status quickly.

Property ID

Unique identifier and internal reference for each parcel, linked to APN or parcel number and folder locations for rapid retrieval.

Legal Description

Full recorded legal description and plat references as shown on the recorded deed; required for accurate recording and title searches.

Ownership & Title

Current owner name, vesting, title report references, and deed book/page or instrument number used to confirm chain of title.

Encumbrances

List recorded mortgages, liens, easements, judgments, and UCC filings with lienholder names and recording references.

Financials

Assessed value, market estimate, tax parcel ID, recent tax payments, and outstanding mortgage balances to inform valuation and reporting.

Attached Documents

Scanned or linked copies of deeds, title commitments, leases, survey, appraisal, and recorded plats for review and verification.

Security and compliance features to protect the asset list

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Access control: Role-based permissions and SSO/SAML

Audit trail: Timestamps, IPs, action logs

HIPAA readiness: BAA available if required

Certifications: SOC 2 Type II, ISO 27001

File formats: PDF, Word DOCX, Excel supported

Step-by-step: completing a Real Estate Asset List

Follow these steps to collect, verify, and deliver an accurate asset list for transactions or records.

01

Gather records: Collect deeds, title reports, surveys, and leases for each property.
02

Verify identifiers: Confirm APN/parcel numbers and legal descriptions with county records.
03

Document encumbrances: List mortgages, liens, easements, and recording details.
04

Package files: Attach scanned documents and generate a single deliverable for reviewers.

Where to send the completed asset list and typical routing

Knowing the right recipients ensures the asset list supports closing, underwriting, and auditing without rework.

Lender delivery: Provide to underwriters with supporting title and financial documents.
Title company: Send for commitment review and closing package assembly.
County recorder: Submit recorded deeds and instruments to official filings as required.
Internal stakeholders: Share with accounting, asset management, and legal teams for records.

Digital signing and file-sharing considerations

Use a secure eSignature and file platform that supports PDF/DOCX, audit trails, and role-based access for multi-party workflows.

Integrations: Salesforce, NetSuite, Microsoft 365 supported
Formats: PDF, Word DOCX, Excel output
Authentication: Email, SMS, or advanced signer verification

Typical settings when configuring an online asset-list workflow

Configure fields, signer order, authentication, and attachments before distributing the template to minimize errors and back-and-forth.

Field	Configuration
Signer order	Sequential or parallel routing per transaction
Authentication	Email link, SMS code, or KBA
Attachment rules	Require deed and title as mandatory uploads
Notifications	Auto reminders and completion alerts

eSignature vendor pricing and capability comparison for signing asset lists

Compare basic pricing and common capabilities across providers; signNow is listed first per comparison conventions and all prices reflect annual-billed plans where available.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Common penalties and risks from incomplete or inaccurate asset lists

Title delays: Recording or title defects

Lien surprises: Undisclosed encumbrances

Tax exposure: Incorrect tax reporting

Closing delays: Missing supporting documents

Financial loss: Buyer or investor disputes

Regulatory fines: Failure to retain records

Practical tips to prepare an accurate, review-ready asset list

Use consistent identifiers, attach recorded documents, and validate entries against official county records to minimize rework and legal exposure.

Use official identifiers

Record APNs, parcel numbers, or legal descriptions exactly as in county records to prevent mismatches during title or tax reviews.

Attach source documents

Include recorded deeds, title commitments, surveys, and leases rather than summaries so reviewers can verify statements quickly.

Standardize formats

Keep dates as MM/DD/YYYY, use full owner names, and apply consistent currency and rounding rules for financial fields.

Confirm encumbrances

Verify recorded liens and mortgages with a county search and include recording references to speed lien release or payoff processes.

Real-world examples of asset lists in practice

These short examples show how organizations use an asset list to speed closings and centralize records.

Martin Properties

Tim Martin, Founder, Martin Properties: We moved all closing documents online to eliminate in-person signings.

The team used a standardized asset list for each property to collect deeds and leases.
As a result, closings required fewer follow-ups, and compliance and security were maintained across mobile and desktop workflows.

Optica Ventures

Brian Fitzgibbons, COO, Optica Ventures LLC: The interface is simple and easy for internal teams and external reviewers.

Asset lists tied to parcel IDs simplified title checks and investor reporting.
This centralization reduced turnaround time for investor due diligence and improved visibility across the portfolio.

Key filing and reporting deadlines that can relate to asset lists

Some asset-list items tie to tax and reporting deadlines; observing these dates avoids penalties and late filings.

W-9 provision:

Provide a W-9 upon request from payers; no fixed filing date

1099-NEC:

Deliver to recipients and IRS by Jan 31 for nonemployee compensation

1099-MISC:

Recipient copy due Jan 31; IRS paper Feb 28, electronic Mar 31

Individual tax return:

Form 1040 due April 15 (Oct 15 extension available)

FBAR:

FinCEN Form 114 due April 15 with automatic extension to Oct 15

Representative profiles: who signs and attests to the asset list

Property Manager — Operations Lead

The property manager assembles operational data, verifies leases and occupancy, and certifies that attached documents are current; they coordinate with accounting and legal teams to resolve discrepancies before signature.

Real Estate Counsel — Closing Attorney

The attorney verifies chain of title, confirms lien searches, approves legal descriptions, and attests to the accuracy of recorded instrument references prior to executing closing and conveyance documents.

FAQs and troubleshooting for the Real Estate Asset List

Answers to common questions about e-signatures, notarization, retention, and correcting entries when preparing an asset list.

Need help? Contact support

Can this list be signed electronically?
Yes. Electronic signatures are legally valid under the Federal ESIGN Act (15 U.S.C. §7001) and UETA in most states; ensure consent, attribution, and retention to meet the four-part ESIGN test.
Is notarization required for deeds?
Many recorded deeds require a notarized acknowledgement; rules and witness counts vary by state. Some states permit Remote Online Notarization subject to identity-proofing and recording rules.
What supporting documents should be attached?
Attach recorded deeds, title commitments, surveys, leases, and payoff statements so recipients can verify ownership, encumbrances, and legal descriptions without additional requests.
How long must records be retained?
Follow applicable retention rules: IRS records generally three years (IRC §6501(a)), SEC-related records six years (17 CFR §240.17a-4), and longer retention may apply by state or industry.
Who is authorized to sign the list?
Authorized signers are owners, corporate officers, managers, or attorneys-in-fact with proper authority. Confirm signature authority in the governing entity documents before execution.
How do I correct an error after signing?
Issue an executed amendment or corrected asset list and retain both versions. For recorded instruments, follow county procedures for corrective or ratification documents.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now